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Meeting bot

Paste a meeting link to have VoiceCap's bot join and record a live Zoom, Google Meet, Teams, or Webex call.

Add VoiceCap's bot to a live call instead of uploading a recording afterward. Paste the meeting link, and the bot joins on its own. The transcript and summary land in VoiceCap once the call ends.

Adding the bot to a call

  1. Open New Meeting and select the AI Notetaker tab.
  2. Paste the meeting link. Google Meet, Zoom, Microsoft Teams, and Webex links are all supported.
  3. Choose Now to have the bot join immediately, or Schedule for later and pick a date and time.
  4. Click Add AI Notetaker (or Schedule AI Notetaker for a scheduled join).

When the bot joins

The bot dials into the call a minute before the meeting's start time, not exactly on the dot. Joining early means it's already past any waiting room and connected by the time people start talking, instead of missing the first minute while it loads.

This one-minute lead only applies when the bot is scheduled at least 10 minutes ahead. Closer than that, the bot joins at the time you asked for instead: dedicated capacity is only reserved for bots scheduled 10 or more minutes out, and joining a minute early could push a near-term request into a shared pool that's sometimes full.

What other participants see

The bot appears in the participant list as VoiceCap Notetaker. On Zoom, Google Meet, and Microsoft Teams (not Webex), it posts a chat message to everyone as soon as it joins: "This call is being recorded." On Google Meet, that message is also pinned.

If more than one person at your org is invited

If several people in your organization are invited to the same meeting through calendar sync, only one bot joins it, not one per person. See Calendar sync.

When the bot can't join

A call the bot never joins, or joins but never records, ends with the meeting marked Failed. The usual causes sit on the meeting platform's side, not VoiceCap's:

  • The bot was left waiting in the waiting room until it gave up, or the host removed it from the waiting room.
  • The host didn't grant the platform's recording permission before the bot's request timed out.
  • The host locked the meeting before the bot arrived.
  • The meeting link was already invalid, or the meeting had already ended.

If your organization uses a waiting room, or requires host approval to record, be ready to let the bot in and grant recording permission when it asks. VoiceCap doesn't currently show which of these caused a particular failure. The meeting shows Failed with no further detail. Adding the bot again is usually enough; if the same link keeps failing, contact support at support@voicecap.ai.

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